Job Description and Person Specification (HR5) /
Job Description
School/Department: / Faculty of Medicine, Wessex Institute, NETSCC
Post Title: / Administrator
Please enter Level under appropriate Career Pathway / ERE / TAE / MSA / CAO / R.Nurse / Clinical
2b
ERE Category / Academic Posts / Non-Academic Posts
Academic
(mixed) / Research
only / Teaching
only / Enterprise / Education Development
Posts Responsible to (and Level): / Programme Manager
Posts Responsible for (and Level): / None
Job Purpose: To work with the Programme Manager to provide high quality clerical/administrative/secretarial support to the EME programme in meeting the needs of NETSCC. The initial focus of this role will be the administration of the external review process, preparation of Board and Panel papers and processing funding applications.
Key Accountabilities/Primary Responsibilities:
  • The post holder will work independently to provide a consistent and efficient support service to the EME programme. This will involve working proactively and using initiative to adapt and refine support service working practices. The post holder must be able to understand and rationalise problems, and determine the appropriate actions.
  • To process casework, answer related questions and queries and resolve problems.
  • To provide support to the decision making team.
  • To organise and resolve work issues providing advice on established procedures and related matters.
  • To deliver a range of service support tasks, advising and assisting colleagues and or customers/external providers of services.
  • To plan and prioritise own work activities in response to the line managers instructions.
  • To organise systems and developments.
  • To ensure liaison and communication with colleagues to ensure optimum working arrangements and office efficiency.
  • To organise and prioritise work activities and support the work team.
/ % Time
35
35
10
10
10
Internal & External Relationships: (nature & purpose of relationships)
Internal working relationships and effective communications with colleagues in the NETSCC, the NCCHTA programme, Wessex Institute and the University of Southampton.
External working relationships and effective communications with appropriate persons at the Department of Health, the NHS, other Universities, other authorities, organisations, groups, stakeholders and individuals connected with the work projects commissioned by the HTA programme.
Special Requirements: Flexibility. Occasional travel may be required.
Specific tasks will be set by objectives.
Note: The job description will evolve as the post develops and a flexible approach is required to accommodate this.
Person Specification
Criteria / Essential / Desirable / How to be assessed
Qualifications, Knowledge and Experience: /
  • Educated to GCSE/NVQ2 level or equivalent vocational experience.
  • Proficiency in the use of standard office software: good keyboard skills; conversant with Microsoft Office package; good use of email systems; ability to quick search the Internet; ability to learn in-house information systems.
  • Ability to use databases
  • Relevant experience in a similar role
  • Previous experience in an office environment
  • Experience of working in a team and independently
  • Ability to multi-task
/ Interview/
Application
Planning and Organising: /
  • High attention to detail and skilled at managing multiple sources of information.
  • Ability to be flexible, proactive and use initiative
  • Ability to manage and prioritise a busy workload, sometimes under pressure
  • Excellent organisational skills
  • Ability to adapt and refine own work practices
/ Interview/
Application
Problem Solving and Initiative: /
  • The knowledge and ability to understand and rationalise problems, and to link together multiple pieces of information.
/ Interview/
Application
Management and Teamwork: /
  • Ability to work as part of a team and across teams
/ Interview/
Application
Communicating and Influencing: /
  • Good written and verbal communication skills
  • Negotiating and interpersonal skills
/ Interview/
Application
Other Skills and Behaviours: /
  • Commitment to working to high standards in accuracy and attention to detail
  • Ability to build, develop and maintain positive and supportive working relationships with colleagues
  • Ability to be persistent to achieve organisational goals
/ Interview/
Application
Special Requirements: /
  • Willingness to learn new skills and engage in staff development and formal training
/ Interview/
Application

Job Hazard Analysis Form - Appendix to Job and Person Specification

Please tick one of the following statements:

This post is an office-based job with routine office hazards e.g. use of VDU (if ticked, no further information needs to be supplied) / Yes
This post has some hazards other than routine office e.g. more than use of VDU / No

Please tick all those that apply, and put N/A if not applicable

Environmental Exposures / O* / F / C
Outside work / NA
Extremes of temperature (eg fridge/ furnace) / NA
Potential for exposure to body fluids ## / NA
Noise (greater than 80 dba - 8 hrs twa) ## / NA
Exposure to hazardous substances (eg solvents, liquids, dust, fumes, biohazards). Specify …………………………………………………………. ## / NA
Frequent hand washing / NA
Ionising radiation. / NA
Equipment/Tools/Machines used / NA
Food Handling ## / NA
Driving university vehicles(e.g. car/van/LGV/PCV) ## / NA
Use of latex gloves (note: prohibited unless specific clinical necessity) ## / NA
Vibrating tools ( e.g. strimmers, hammer drill, lawnmowers) ## / NA
Physical Abilities / NA
Load manual handling. / NA
Repetitive Crouching/Kneeling/Stooping / NA
Repetitive Pulling/Pushing / NA
Repetitive Lifting / NA
Standing for prolonged periods / NA
Repetitive Climbing i.e. steps, stools, ladders / NA
Fine motor grips (e.g. pipetting) / NA
Gross motor grips / NA
Repetitive reaching below shoulder height / NA
Repetitive reaching at shoulder height / NA
Repetitive reaching above shoulder height / NA
Psychosocial Issues / NA
Face to face contact with public / NA
Lone working / NA
Shift work/night work/on call duties ## / NA

O – Occasionally (up to 1/3 of time); F – Frequently (up to 2/3 of time); C – Constantly (more than 2/3 of time) ## denotes to HR the need for a full PEHQ to be sent to all applicants for this position.

FOR SCHOOL/SERVICE USE ONLY / ResourceLink Post Number
Which post does this job report to
Is this post a Line Manager? / Yes / No
If yes, which posts directly report into it? / ResourceLink Post Number
Post 1
Post 2
Post 3
Post 4
Post 5
Post 6
Post 7
Post 8
Please add additional rows as required

1